Clinical Operations Coordinator

1 week ago

Chicago, Illinois, United States Gro HR Consulting Full time
Job Overview

Position Title: Assistant Practice Manager

Compensation: $23-$25 per hour

Reports To: District Manager


Position Summary:

The Assistant Practice Manager plays a crucial role in enhancing the patient journey and care quality. This position involves staff training and oversight, marketing initiatives, billing processes, and overall management of practice operations.


Key Responsibilities:


Patient Experience Management

  • Ensure a welcoming and professional atmosphere for patients from the initial contact through to appointment and prescription collection.
  • Oversee front desk operations, including patient confirmations, follow-ups, and expressions of gratitude.
  • Facilitate efficient patient flow throughout the day.
  • Maintain a clean and organized office environment, ensuring all display boards and front desk areas are well-kept.
  • Manage inventory, including frames, contact lenses, and essential supplies.
  • Perform optician duties as required.
  • Adhere to HIPAA regulations to protect patient privacy.

Staff Development and Leadership

  • Develop staff schedules, including work hours and task assignments.
  • Conduct performance evaluations for employees.
  • Provide continuous training and professional growth opportunities for existing staff.
  • Ensure opticians are well-versed in product lines and advancements.
  • Offer ongoing performance feedback to team members.
  • Train new hires on company culture, sales strategies, office procedures, and insurance protocols.

Marketing and Sales Strategy

  • Guide and mentor opticians in patient sales techniques; monitor and evaluate sales performance.
  • Collaborate with the marketing team to create comprehensive marketing strategies, including digital outreach and community engagement.
  • Oversee the execution of marketing initiatives, ensuring all tactics are effectively implemented.
  • Analyze marketing and sales data; suggest modifications to meet desired outcomes.

Billing and Insurance Management

  • Train staff on billing procedures, pricing structures, and necessary documentation.
  • Conduct daily audits of fee slips and insurance claims.
  • Manage accounts payable by reviewing vendor statements for accuracy.
  • Oversee the filing of invoices and reconciliation of statements.
  • Ensure staff adheres to correct ordering and pricing protocols.

Operational Management:

  • Facilitate regular staff meetings to promote effective communication across all levels.
  • Monitor and report on established performance metrics; recommend improvements to enhance practice efficiency.
  • Share relevant performance data with staff and solicit their input for enhancements.
  • Engage in regular discussions with practice management and ownership regarding operational performance.

Essential Skills:

  • Exceptional interpersonal communication abilities.
  • Knowledgeable in optical practices and capable of training others.
  • Awareness of current trends in eyewear and lifestyle.
  • Ability to inspire and manage team dynamics.
  • Proactive, respectful, and innovative approach to interpersonal interactions.
  • Analytical mindset for tracking and improving practice metrics.
  • Results-driven with a focus on achieving objectives and managing multiple projects.
  • Detail-oriented and organized in follow-up tasks.

Exclusions:

  • Conducting patient examinations.
  • Managing recall processes.

Qualifications:

  • Bachelor's degree in business or a related field is preferred.
  • 5-7 years of experience in the optical field, ideally within private practice, or equivalent experience in medical office management.
  • Prior management experience is essential, including oversight of staff and budgets.
  • Certification as an Optician is preferred; certification should be obtained within the first year of employment.
  • Familiarity with insurance plans and medical billing practices.

Career Advancement Opportunities:

  • Potential to progress to Practice Manager or General Manager roles.

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